Bespoke Case Management System for The Nathanson Partnership
The Nathanson Partnership (TNP) came to us with a case management system that had failed to meet their needs. Despite having moved away from Excel to a new system, the complexity of the platform hindered user adoption, driving staff back to using Excel, which resulted in data decentralization and ongoing administrative issues. TNP needed a simple, user-friendly system that would streamline processes and ensure all case information was accessible. Key features they required included document generation, customer portals, and collaboration tools for working with third-party law firms.
Technologies
- C#
- Entity Framework Core
- SQL
- Svelte
- SvelteKit
- Node
Challenge
The Nathanson Partnership (TNP) initially sought to streamline their case management by moving from Excel to a dedicated software solution. However, the new system was overly complex, leading to frustration among staff who found it difficult to navigate and use efficiently. Instead of enhancing productivity, the system slowed their operations down, resulting in staff reverting to Excel for daily tasks.
This regression caused a major problem—data remained decentralized, scattered across multiple spreadsheets, which created confusion and inefficiencies. TNP’s administrative team had to spend extra time reconciling data, handling duplications, and ensuring that critical information wasn’t missed. Additionally, the lack of a centralized platform made it difficult for team members to track case statuses, collaborate effectively, and ensure that all necessary steps were taken in a timely manner.
Furthermore, the previous system lacked core functionality needed for TNP’s specific workflows. Document generation and handling were cumbersome, and there was no efficient way to collaborate with third-party law firms on joint cases. Without a customer portal, TNP’s clients also lacked transparency into their cases, leading to increased manual communication and administrative overhead.
TNP needed to replace this system with a user-friendly solution that could:
- Simplify case management and reduce staff frustration
- Centralize their data and eliminate inefficiencies caused by scattered spreadsheets
- Provide a collaborative platform for working with external law firms
- Offer automated document generation and customer portals to improve transparency and communication with clients
Without a solution that could address these needs, TNP risked continued inefficiency and frustration, which would hinder their ability to grow and manage their caseload effectively.
Solution
We developed a bespoke case management system tailored specifically to The Nathanson Partnership’s needs, focusing on ease of use to drive immediate user satisfaction and adoption. The new system prioritized intuitive navigation and simplicity, allowing staff to quickly access, manage, and filter cases, applicants, and companies. This drastically reduced the time spent on administrative tasks and helped the team get back on track, managing their workloads with increased efficiency.
The platform featured centralized data management, which solved the issue of scattered information and allowed all team members to view the most up-to-date case statuses from one location. Advanced roles and permissions were built into the system, providing fine-grained control over what different users could see and do, ensuring that sensitive information remained secure while allowing the right team members access to the tools they needed. Two-factor authentication was also implemented to further protect the system and sensitive client information.
Key features included automated document generation and handling, which made the creation of legal documents faster and easier, significantly reducing time spent on this task. The platform also introduced a customer portal, enabling clients to log in, view case progress, and upload documents directly, minimizing back-and-forth email communication.
To further streamline operations, the system automatically generated reminder emails to clients, prompting them to complete necessary steps in the immigration process. Users could also schedule notifications or email reminders directly within the platform, ensuring that no critical steps were overlooked. The system’s flexibility allowed TNP to adjust various data sets on the fly—such as Nationalities, Case Types, and File Categories—giving them the ability to adapt to new requirements without needing external technical support.
With this bespoke solution, TNP now had a powerful yet simple-to-use tool that not only met their immediate needs but also provided the flexibility to grow and evolve alongside their business.
Results
The introduction of the new case management system led to substantial improvements across the board. User satisfaction skyrocketed as the system’s ease of use significantly reduced the friction that had been present with the previous platform. Staff could now process over 50 cases a month, up from the considerably lower throughput they had previously managed with Excel and the outdated system.
The reduction in administrative overhead was immediately apparent. Tasks that once took hours, such as document generation and email communication, were now automated, freeing up valuable time for staff to focus on more critical work. Centralized data meant there was no longer a need to reconcile spreadsheets or chase down missing information. Team members had a clear, real-time view of case progress and responsibilities, fostering better collaboration and accountability.
Security was also a major win, thanks to the implementation of advanced roles and permissions and two-factor authentication. TNP could confidently manage sensitive case information while ensuring that only authorized personnel had access to particular areas of the system.
Clients benefited as well, with the new customer portal providing transparency into their cases and the ability to upload documents directly, which streamlined communication and reduced administrative burden. Automated email reminders and scheduled notifications ensured that no steps in the immigration process were missed, further increasing the efficiency and reliability of the system.
Overall, the new system transformed TNP’s operations, increasing their productivity, reducing manual tasks, and allowing them to handle a higher volume of cases with fewer administrative headaches.
Conclusion
The bespoke case management system developed for The Nathanson Partnership has successfully transformed their operations. By prioritizing ease of use and centralizing data, TNP can now process over 50 cases per month with improved productivity and reduced administrative overhead. User satisfaction has increased significantly, thanks to features like a customer portal, automated emails, and scheduling reminders, which streamline communication and ensure critical steps are not overlooked. The system’s flexibility allows for future growth and adaptation, positioning TNP for continued success in managing their immigration cases efficiently.